So, you’re in charge of planning and running association meetings. Congratulations! That’s like being the captain of a boat, but instead of navigating the high seas, you’re navigating a sea of opinions and agendas.
We don’t envy you, but maybe these tips can ensure a fruitful and pleasant experience for all who attend:
1. Set a clear purpose and agenda.
Before planning any meeting, it is important to define the purpose and agenda of the meeting. What topics will be discussed? What are the main objectives of the meeting? What outcomes do you hope to achieve? Once you have a clear understanding of the purpose and agenda of the meeting, you can start planning the meeting accordingly.
2. Choose the right time and place.
The venue and time of the meeting can have a significant impact on the success of the meeting. Choose a venue that is easily accessible to all attendees, and make sure the venue has all the necessary equipment and facilities. Also, make sure to choose a time that is convenient for all attendees, and avoid scheduling the meeting during holidays or busy times of the year.
3. Invite the right people.
Invite only the people directly involved in the topics being discussed or the decision-making process. Make sure to send out invitations well in advance, so attendees have plenty of time to prepare for the meeting.
4. Prepare and distribute meeting materials.
Make sure to prepare and distribute all meeting materials well in advance of the meeting. This includes the agenda, any reports, and any other relevant documents. This will help attendees to be better prepared and allow for a more efficient meeting.
5. Facilitate the meeting effectively.
As the meeting facilitator, it is your responsibility to keep the meeting on track and ensure that all attendees have an opportunity to participate. Start the meeting on time, stick to the agenda, and ensure that all topics are covered within the allotted time. Encourage participation and make sure that everyone has an opportunity to voice their opinion.
6. Keep the meeting engaging.
Boring meetings are the worst! Keep the meeting engaging by incorporating interactive activities or visual aids. Use props or a whiteboard to help illustrate your points.
7. Follow up after the meeting.
After the meeting, make sure to follow up with attendees and distribute any minutes or action items. This will ensure that everyone is on the same page and that any action items are addressed in a timely manner.
Planning and running efficient association meetings can be a challenging task, but with the right approach and a touch of humor, you can make it a successful and enjoyable experience for everyone involved.
Meetings are inevitable. But they don’t have to be miserable. Don’t spend another minute watching everyone’s eyes glaze over as they listen to the same people have the same discussions over and over again.